Download 7.13 - PPS - University of California, Santa Cruz

A CADEMIC A CTIONS
7.13 SEPARATIONS - ACADEMIC (SEPR)
Overview
The procedures described in this section are for separating an
employee from UCSC employment for one of the following
reasons:
AA
AB
AC
AD
AE
AF
AG
AH
AI
AJ
AK
AL
-
AM
AN
BA
BB
BC
CA
CB
CC
CD
CE
CF
CG
-
To accept another job
To look for another job
Self employment
Dissatisfied with job
Pregnancy, did not desire leave
Family and/or health care
Health
To attend school
Military Service
Failed to return from leave
Other
Resignation – accept job at newly created health
corporation (Same Desk Rule)
Resignation – moved out of area
Resignation – no reason given
Grant/contract expired
Appointment/contract appt expired
Visa/work authorization expired
Indefinite layoff with rehire/recall rights
Termination of limited employee
Termination of other casual employee (on call)
Termination of casual restricted employee
Graduation/no longer enrolled as a student
Per diem release
Indefinite layoff with severance
CH - Indefinite layoff with reduced severance and
rehire/recall rights
CI - Indefinite layoff with no severance or rehire/recall
rights
CL - Layoff – accept job at newly created health
corporation (Same Desk Rule)
DA - Released during -probationary period
EA - Lack of performance
EB - Misconduct
EC - Quit without notice
ED - Job abandonment
EE - Never started employment
EF - No longer certified or licensed
EG - Do not rehire – settlement (employee agrees not to
return)
GA - Medical separation
I4 - Inactive for 4 consecutive months
JA - Change to emeritus status
KA - Death
LA - Other – termination (coaches, management program)
or separation (per diem nurses, vocational nurses)
RA - Retirement – regular
RD - Retirement – compulsory for SMG and regents’
officers
RF - Retirement – faculty
Note: Intercampus Transfers must be processed by the Payroll
Office. See Section 4.6, Intercampus Transfers for more
information.
7.13—1
Payroll/Personnel System
March 2004, University of California, Santa Cruz
Separation - Academic
PPS User Manual
A CADEMIC A CTIONS
Policy Summary
Data Entry
A separation action occurs when an employee separates from
university employment.
Enter data for the separation via the SEPR bundle. This bundle
contains the following functions:
Refer to the Campus Academic Personnel/Procedures Manual
for specific guidelines.
ESEP (Separation Data)
BEFORE YOU START
1. Obtain required approval to perform the payroll/personnel
action.
2. Have the employee complete the following forms:
EAPP (Appointments/Distributions)
ELVE (Leave of Absence)
EADD (Employee Address)
EPD1 (Employee Personal Data 1)
Accessing SEPR
• Letter of resignation (voluntary separations)
1. Log on to the Payroll/Personnel System.
• Unemployment Insurance Termination Report (form U5602)
2. At the Next Func field, type EEDB and press Enter.
Be sure the employee completes side two and signs the
report.
Do not complete the report for “without salary” employees
(unless they previously held a paid appointment with the
University).
3. Type BUND and press Enter
4. Type SEPR and the employee ID number, then press Enter
The ESEP function displays the selected employee.
3. Provide employee with Termination Benefits packet.
4. Prepare the Data Collection Document - Separation.
7.13—2
Payroll/Personnel System
September 00, University of California, Santa Cruz
Separation - Academic
PPS User Manual
A CADEMIC A CTIONS
Completing the ESEP Function
THE ESEP SEPARATION FUNCTION
ESEP Notes and Tips
•
The Separation Date is usually the same as the Last Day on
Pay. For an employee who is on a leave of absence without
pay and decides not to return, the separation date is the date
the employee notified the department of their decision.
•
If title accrues Vacation the Service Center must take the
appropriate action to pay it.
•
If title accrues sick leave, note sick leave balance from Time
and Attendance Record and enter in Terminal Sick Leave
Balance field for calculation of service credit.
The ESEP Procedure
1. Enter data in the following fields as applicable:
Last Day on
Pay
The last day the employee will receive
compensation in the format: MMDDYY.
Separation
Date
The date upon which the separation is
effective, in the format: MMDDYY.
Reason
Code indicating the reason for separation.
Refer to Overview at the beginning of this
section, or press F1 Help to see valid codes.
Destination
Code indicating the employee’s destination
following employment with the University.
Press F1 Help to see valid codes.
Future
Institution
Code
Code indicating the institution the employee
will be affiliated with for future employment.
Press F1 Help to see valid codes.
2. Press Enter to invoke range/value edits.
3. Press F11 Next Func to continue to the next function.
7.13—3
Payroll/Personnel System
May 1998, University of California, Santa Cruz
Separation - Academic
PPS User Manual
A CADEMIC A CTIONS
Completing the EAPP Function
THE EAPP (A PPOINTMENTS/DISTRIBUTIONS) FUNCTION
The Appointment Level Procedure
1. Tab to the current appointment(s).
2. Enter data in the following fields, as applicable:
Actions
(Action Code)
Leave Blank. System Derived for a
separation.
Appt End
Enter the date on which the separation is
effective in the format: MMDDYY.
Dur
Enter an asterisk (*) to delete data in this field,
if applicable.
The Distribution Level Procedure
1. Tab or F15 NewLine to the current distribution(s).
EAPP Notes and Tips
•
All appointments and distributions must be ended on or before
the separation date.
•
If this is a retirement action for a Senate Member, do not add
the Emeritus appointment until the following day and refer to
Section 7.15, Emeritus, for procedures.
•
If the employee has future appointments/distributions (i.e., the
begin date comes after the date of separation), you can use the
Delete Command to cease the future appointments and
distributions.
2. Enter data in the following fields, as applicable:
Actions
(Action Code)
Pay End
There is no required action code at the
distribution level.
Enter the date on which the separation is
effective in the format: MMDDYY.
3. Press Enter to invoke range/value edits.
4. Press F11 to continue to the next function.
The ELVE (Leave of Absence Data) function will be displayed.
(See Section 1.5, User Navigation and Entry/Update
Commands, for instructions on the use of the Delete
command.)
7.13—4
Payroll/Personnel System
May 1998, University of California, Santa Cruz
Separation - Academic
PPS User Manual
A CADEMIC A CTIONS
Completing the ELVE Screen
THE ELVE (LEAVE OF A BSENCE DATA) FUNCTION
The ELVE Procedure
1. Enter data in the following fields, as applicable:
Leave of
Absence
Begin Date
Should be no change to existing leave of
absence begin date.
Return
Date from
LOA
Enter the appropriate return date. See ELVE
Notes and Tips.
2. Press Enter to invoke range/value edits.
ELVE Notes and Tips
•
If an employee is on a leave of absence and the return date is
after the separation date, then you should change the return date
to match the separation date.
•
If the return date is before the separation date and the employee
will return before separating, then take no action.
•
If the return date is before the separation date, but the employee
will not return prior to separation, then extend the leave of
absence to the point of separation.
7.13—5
Payroll/Personnel System
May 1998, University of California, Santa Cruz
Separation - Academic
PPS User Manual
A CADEMIC A CTIONS
Completing the EADD Function
Permanent
Address
THE EADD (EMPLOYEE A DDRESS) FUNCTION
Line 2: Automatic continuation of address
Line 1, if the first line of the address is
exceptionally long (e.g., use for apartment
numbers, building names, etc.) Maximum 30
characters.
City: City portion of the address. US and
foreign addresses. Max 21 characters.
State: State portion of the address. United
States addresses only.
Zip: Zip code associated with the address.
United States addresses only.
Foreign
Address
Notes and Tips
•
Make changes to this function only if the employee indicates a
change of address.
The EADD Procedure
1. Enter data in the following fields, as applicable:
Permanent
Address
Line 1: First line of the address to which all
university mail may be sent (e.g., benefits
statement, tax information.) Maximum 30
characters.
Ind. Enter F if this is a foreign address.
Prov. Foreign addresses only. Province
associated with the address, if applicable.
Maximum 30 characters.
Cntry. Foreign address only. Two-digit
country code associated with the address.
Press F1 Help to see valid codes.
Postal Code . Foreign addresses only. Postal
code associated with the address.
2. Press Enter to invoke range/value edits.
3. Press F11 Next Func to proceed to the next function.
7.13—6
Payroll/Personnel System
March 2003, University of California, Santa Cruz
Separation - Academic
PPS User Manual
A CADEMIC A CTIONS
Completing the EPD1 Function
EPD1 (EMPLOYEE PERSONAL DAT A 1) FUNCTION
Review
Use F10 Prev Func and F11 Next Func to navigate through the
SEPR bundle.
1. Make sure you have completed all the required data elements in
the bundle.
2. Review all entered data for accuracy and consistency.
Updating the Employee Database
Press F5 Update to invoke consistency edits and to display the
PAN Subsystem Notification Preparation screen.
Consistency Edit Errors
The EPD1 function allows you to change the check disposition
address. (If there are no changes, proceed to Review.)
Pay
Disposition
Code
Enter Mail Code (See Appendix J, Mail Codes).
Used to deliver checks and surepay stubs.
1. Press Enter to invoke range/value edits.
2. This is the last function of the SEPR bundle. Proceed to
Review.
If there are consistency edits, the Consistency Edit (ECON)
screen is automatically displayed. Review all error messages and
make necessary corrections.
How to Correct Consistency Errors
From the ECON screen you may:
• Correct errors directly on the ECON screen.
• F3 Return to the bundle, make any corrections, then do one of
the following:
• Press F5 Update to invoke PAN.
• Press F2 Cancel twice to cancel the update.
See Consistency Edit Messages (ECON) in Section 1.6, System
Messages in this manual for more information and instructions.
7.13—7
Payroll/Personnel System
March 2003, University of California, Santa Cruz
Separation - Academic
PPS User Manual
A CADEMIC A CTIONS
PAN Preparation
After pressing F5 Update from a data entry screen (if there are
no consistency edits) or an ECON screen, you are automatically
positioned at the PAN Comments Entry screen. From here you
can add comments and additional reviewers to the PAN.
Disposition of Forms
•
Forward the appropriate approval document to the mandatory
reviewer.
•
Refer to the Separation Data Collection Document for
disposition of forms information.
1. Add a description of the action and any significant details in the
Comments Entry screen.
2. Press F10 NotfPrep to display the Notification Preparation
screen, where you can add reviewers as desired.
3. Press F11 Detail to display the Activity Review screen,
where you can review the notification before sending it.
4. Press F5 Update to complete the update and send the
notification.
If the update is successful, the first function in the bundle appears
and displays:
U0007 UPDATE PROCESS COMPLETE
For more information about PANs and additional PAN features,
please refer to Section 1.8, Post Authorization Notification
(PAN).
Accessing IMSG
1. To access the Message Report Screen go to the Next
Function field, type IMSG and press Enter.
2. When the IMSG screen is displayed, review any remaining
messages and take the appropriate action.
7.13—8
Payroll/Personnel System
March 2003, University of California, Santa Cruz
Separation - Academic
PPS User Manual